Using the Outlook Sync Email Integration

Once you’ve completed the initial setup, Outlook Sync integrates your Outlook email with Top Producer CRM in a number of ways. It’s important to note that this integration does not sync your email, but rather enables you to copy email you send/receive in Outlook to Top Producer CRM for your records.

Outlook Sync enables you to do the following:

While composing email in Outlook, you can search your Top Producer CRM contacts and add contacts to the recipient list.

Copy any email you send/receive in Outlook to Top Producer CRM for your records.

Launch Outlook when composing email in Top Producer CRM, rather than using Top Producer CRM’s Email feature. Top Producer CRM will still be used when sending mass emails or scheduled plan emails.

Note: If Outlook isn’t used when you compose email in Top Producer CRM, from the Top Producer CRM Settings area, click Email > Edit Email Setup and ensure the Use Outlook as Email Editor option is set to Yes.

Adding Top Producer Contacts to an Outlook Message

When sending email in Outlook, you can search for and add your Top Producer contacts to the recipient list.

To add Top Producer contacts to an Outlook message:

When composing an email in Outlook, click Select TP Contacts.

Outlook 2010 example:

Search for the contact you want to add by entering criteria.

Tip: You can also click Add new contact to create a new Contact Record.

Select a contact in the search results and then click To, CC or Bcc to add them to the recipient list.

The email is sent to the selected contact(s) and copied to the Contact Record’s Activities tab in Top Producer CRM.

Copying Outlook Email to Top Producer

You can copy an Outlook email message to your Top Producer CRM contacts for your records. Once copied, the email appears in the Contact Record’s Activities tab in Top Producer CRM.

You can copy email to:

All associated contacts (the sender/message recipients).

Contacts who didn’t send/receive the email, but you would like a copy for your records.

To copy email to associated contacts:

Highlight the email you want to copy and then click Copy Email to TP.

Note: If using Outlook 2013 and this option doesn’t appear, just double-click the email to open it in a new window.

Outlook 2010 example:

Tip: You can also copy an email while composing it by clicking Send and Copy Email to TP rather than the standard Outlook Send button.

If an email address doesn’t match a contact in Top Producer CRM, you can:

Create a new contact: Enter their information > click OK.

Search for the contact: Click the Search for TP contact tab > enter your search criteria > select the contact you want to copy the email to > click OK.

The email is copied to all associated contacts and appears in the Contact Record’s Activities tab in Top Producer CRM.

To copy email to contacts that didn't send/receive the email:

Highlight the email you want to copy, and then click Search & Copy to TP Contacts.

Note: If using Outlook 2013 and this option doesn’t appear, just double-click the email to open it in a new window.

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